Presenters Guidelines

Presenters Guidelines2024-03-04T14:03:00+00:00

Instructions for Presenters (On-Site)

Important Information for Oral Presentations

In order to ensure a smooth course during your session, we kindly ask you to consider the following instructions. The overall time slot for each presentation ranges from 15 to 20 minutes depending on the number of presentations in each session. Plan your speech in order to allow at least three minutes for questions and discussion. Session chairs have been instructed to rigorously enforce the schedule, i.e., to strictly obey the duration of a presentation. We kindly ask you for your understanding and for your cooperation in keeping the schedule. Be at the room of your session 15 minutes before session starts, so that you can meet your session chairs and the other speakers in advance. There will be a technician in every room for assistance.

Presentation Upload Instructions

  • The conference will use a presentation management system where all presentations are uploaded centrally at the Speakers Preview Room.
  • To upload your presentation, please bring your presentation on a USB-stick to Speakers Preview Room at least 2 hours before your session starts.
  • There will be technicians in the room to assist with upload and if there area ny issues with the presentation
  • Each session room will be equipped with a laptop connected to the projector and sound system, this laptop will have the same specifications as the computers in the Speakers Preview Room.

Speakers Preview Room (R26) Opening hours:

  • Monday June 3: 07.00-18.00
  • Tuesday June 4: 07.00-18.00
  • Wednesday June 5: 07.00-18.00
  • Thursday June 6: 07.00-12.00

In order to avoid any problems with your presentation, please make sure it fulfils the corresponding requirements, and read carefully the instructions below.

PowerPoint Instructions

  • If preparing your presentation in MS-PowerPoint, it is recommended that you use the following versions: PP 97-2003 (*.ppt) or 2007, 2010 (.pptx) to guarantee that it will be opened successfully on the on-site PC.
  • We recommend you to save your PowerPoint presentation using PPT format instead of PPS.


  • JPG images are the preferred file format for inserted images.
  • GIF, TIF or BMP formats will be accepted as well.
  • Images inserted into MS-PowerPoint are embedded into the presentations. Images that are created at a dpi setting higher than 200 dpi are not necessary, and will only increase the file size of your presentation.
  • We cannot provide support for embedded videos in your presentation; please test your presentation with the on-site PC several hours before your presentation. Generally, the WMV format should work with no difficulties.
  • In case your video is not inserted in MS-PowerPoint, it is possible to have it in other formats – MPEG 2, 4 , AVI (codecs: DivX, XviD, h264) or WMV. Suggested bitrate for all mpeg4 based codecs is about 1 Mbps with SD PAL resolution (1024x576pix with square pixels, AR: 16/9).


  • Only fonts that are included in the basic installation of MS-Windows will be available (English version of Windows). Use of other fonts not included in Windows can cause wrong layout/style of your presentation.
  • Suggested fonts: Arial, Times New Roman. If you insist on using different fonts, these must be embedded into your presentation by choosing the right option when saving your presentation:
  • Click on “File”, then “Save As”
  • Check the “Tools” menu and select “Embed True Type Fonts”

Instructions for Posters

As a Poster Presenter, you have the responsibility of capturing the interest of the attendees to the work you are showing.
The quality of your presentation directly affects the interest your audience will have on your material, and the overall satisfaction the community will have on the conference.

We would like to call your attention to the following.

Preparing your poster:

  • Posters need to be printed in advace by you as a presenter. We do not offer screens for digital presentation. Please print the poster in advance since on-site printing is not provided.
  • Posters should be regular A0 portrait-orientation size (84.1 cm x 118.9 cm). We do not provide official template of posters.
  • You are free to use EuCNC logos from here for your poster.
  • Use an appropriate font size allowing posters to be readable by attendees 1.5 m away. The poster message should be clear and understandable even without oral explanation.

Presenting your poster:

  • Poster Sessions will take place at the Parterre level of the auditorium, as illustrated in the following map. We have volunteers that can guide you to the place.
The Parterre level where the poster sessions will be hosted, shown in a) as part of the overview of the Elizabeth centre (left) and b) in a detailed planning view (right)

The Parterre level where the poster sessions will be hosted, shown in a) as part of the overview of the Elizabeth centre (left) and b) in a detailed planning view (right)

  • Poster sessions will be announced in the Programme.

Please check which session your poster has been assigned to, and the number of your poster.

  • At the venue, each poster board is marked with an assigned poster reference number. Authors are required to use only the boards corresponding to their posters.
  • Posters should be stuck to the poster board using only dual-face sticking tape or similar tool. Staples, pins, screws or any abrasive or perforating hardware are not permitted. Do not write or paint on the poster boards.
  • Posters can be displayed for the entire day your session belongs to. Please remember to remove your poster at the end of the day. Otherwise, we will collect it for you.
  • Authors are requiredto stand by their posters during the whole session dedicated to their posters, but it is encouraged to be available for discussions during the day.
  • For any support required please visit the Speakers Preview Room.
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